Executive and Personal Assistant to the CEO

| San Juan, PRI | Hybrid
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Voleon is a technology company that applies state-of-the-art machine learning techniques to real-world problems in finance. For more than a decade, we have led our industry and worked at the frontier of applying machine learning to investment management. We have become a multibillion dollar asset manager, and we have ambitious goals for the future.

 

Your colleagues will include internationally recognized experts in machine learning research as well as highly experienced technology and finance professionals. The people who shape our company come from other backgrounds, too, including concert music performance, humanitarian aid, opera singing, sports writing, and BMX racing. You will be part of a team that loves to succeed together.

 

In addition to our enriching and collegial working environment, we offer highly competitive compensation and benefits packages, technology talks by our experts, a beautiful modern office, daily catered lunches, and more.


We seek an extraordinarily capable, experienced, and highly organized Executive Assistant/Personal Assistant (EA/PA) to support our CEO in San Juan, Puerto Rico. This individual will play a pivotal role in ensuring the efficient operation of CEO’s professional and personal life. The ideal candidate will be able to adapt to dynamic environments, possess excellent communication and multitasking skills, have great attention to detail, and have a comprehensive understanding of the local personal life and business environment in Puerto Rico. The role will begin with a 40% executive assistant and 60% personal assistant split, and it may shift to adapt to changing demands. This role offers flexibility and, in turn, requires sophisticated support, problem-solving, flexibility, and strong organizational skills. Above market compensation is available to an exceptional candidate. This role is a means to make a difference: you will play a pivotal role in ensuring the efficient operation of the executive’s professional and personal life.

Key Responsibilities:

  • Time management, meetings, and interactions with others:
  • Calendar management: Efficiently manage the CEO’s complex calendar, scheduling meetings, appointments, and travel arrangements while prioritizing and resolving conflicting demands
  • Meeting preparation: Assist in preparing meeting materials, agendas, and presentations, ensuring they are well-prepared for meetings and appointments. Also assist in obtaining meeting materials from colleagues in advance
  • Vendor and supplier liaising: Act as a point of contact for vendors and suppliers, managing services and ensuring timely payments
  • Coordination with contacts: Collaborate with the CEO to maintain communication with key contacts. Follow-up with the CEO's network to stay informed about critical business developments

  • Travel:
  • Travel coordination and tracking: Plan and coordinate domestic and international travel, including flights, visas, accommodations, and itineraries, while considering time zones and logistical details. Keep an accurate record of the CEO's travel schedule, including the number of days spent in various locations. The CEO is expected to travel approximately six months out of the year
  • Expense management: Track and reconcile expenses, prepare expense reports, and manage reimbursements
  • Documentation and written work:
  • Documentation and filing: Maintain accurate records, files, and documents, both digital and physical, to ensure easy retrieval and organization
  • Correspondence: Receive, screen, and respond to business and personal communications, communicating in a manner that reflects our CEO's style: clear, courteous, professional, and timely
  • Research: Conduct research on vendors, products, experiences, and other personal items

  • Personal support:
  • General personal support: Provide personal assistance, including organizing personal appointments, managing household tasks, and assisting with personal errands. Errands will include activities that require some physical work. They will also include activities that require a car
  • Expat support: If the candidate has experience in setting up expatriates in Puerto Rico, it would be a plus
  • Networking: Leverage a network of contacts to assist the CEO with various needs, such as connecting him with medical and other local services
  • Health Care: Research, select and manage health care providers and services

Other Job Attributes:

  • Confidentiality: Handle sensitive information with the utmost discretion and maintain high confidentiality
  • Workspace flexibility: The EA/PA should be able to work from a small office or remotely as needed. However, they should have the flexibility to work in an office environment daily
  • Residence within 60 minutes’ drive from of San Juan: The EA/PA should reside within a one hour commute of San Juan, since this will be essential for efficient management of the executive's schedule and tasks
  • Local expertise: The EA/PA should be a local resident who is bilingual in Spanish, familiar with San Juan and Puerto Rico at large, and possesses a deep understanding of local customs, culture, and business practices
  • Compensation: We are committed to providing very competitive compensation that reflects the value and expertise the EA/PA will bring to this role

Requirements:

  • Proven experience as an executive assistant or personal assistant, preferably supporting C-level executives or founders
  • Exceptional organizational and time-management skills
  • Strong written and verbal communication skills, both in Spanish and English
  • Ability to handle multiple tasks and prioritize effectively in a fast-paced environment
  • Discretion and professionalism in dealing with confidential information
  • Strong problem-solving abilities and attention to detail
  • Flexibility and adaptability to changing priorities and tasks
  • A proactive and resourceful mindset
  • Authorization to work in the United States
  • Flexibility to work in PST and AST time zones
  • Valid driver's license and access to a working, insured car
  • Ability to lift 35 pounds

Preferred Qualifications:

  • Preferred Qualifications:
  • Bachelor's degree a plus but not required
  • Experience working with Microsoft Office. Familiarity with Atlassian suite of products (e.g., Confluence and Jira) is a plus. Alternatively, a candidate may possess a demonstrated ability to learn how to effectively use productivity/organizational applications

“Friends of Voleon” Candidate Referral Program

If you have a great candidate in mind for this role and would like to have the potential to earn USD $7,500 if your referred candidate is successfully hired and employed by The Voleon Group, please use this form to submit your referral. For more details regarding eligibility, terms and conditions please make sure to review the Voleon Referral Bonus Program.

 

Equal Opportunity Employer

The Voleon Group is an Equal Opportunity employer. Applicants are considered without regard to race, color, religion, creed, national origin, age, sex, gender, marital status, sexual orientation and identity, genetic information, veteran status, citizenship, or any other factors prohibited by local, state, or federal law.

More Information on The Voleon Group
The Voleon Group operates in the Financial Services industry. The company is located in Berkeley, CA. The Voleon Group was founded in 2007. It has 169 total employees. To see all 21 open jobs at The Voleon Group, click here.
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